Filling out a job review is a big hassle for managers, and many workers dread the whole process of having their performance reviewed by their boss. You will have to fill out job reviews if you supervise people. The boss may also ask you to fill out a self-evaluation of your performance. Whether you're writing the job review for a direct-report employee or for your evaluation, ensure the ratings represent actual work performed, not inaccurate perceptions of performance.
Review Position Documents
Look at the employee job description, how long the employee has held the position and reported to you, attendance records, notes you've kept about the employee's accomplishments and problems, performance evaluation forms for human resources, employee credentials and job history, employee training record, annual performance goals and professional development goals. For sensitive positions, review employee audits, compliance checklists and other security records. After reviewing these documents, you will be familiar with the employee's duties and work habits for the past twelve months.
Generally, a job review is more reflective of a worker's performance if it represents observations collected on multiple occasions. Stick with the actual records you've kept of an employee's work. You can also ask the employee for additional work samples and a list of her achievements to ensure that you give adequate credit for her level of performance over the past year. Employees get upset when their work is not recognized. If you have not kept a journal noting the employee's performance throughout the year, it's not fair to use findings from a single observation conducted right before the evaluation deadline to generalize about the whole year's performance.
Make a List
Start with the positive by listing what the employee has achieved over the last year. Achievements are things that an employee has done to accomplish assigned performance goals as well as evidence of exceeding expectations. Achievements help you identify the employee's strengths. Use records of problems -- including comments or emails from managers, co-workers and customers -- to generate a list of possible weaknesses to discuss in the job review. Remember, when something negative occurs once in an employee's year of performance, it is not a pattern. Making lists forces you to think about the person under review using different perspectives.
Complete Job Review Forms
You might look at all data, achievements, strengths and weaknesses and decide more information is required. Ensure there's enough evidence for each rating before completing the appropriate forms. Be specific. Anything written on these forms could be read by a third party. Managers must avoid the temptation to look only at the most recent data to assign ratings and comments, and avoid giving very high or low ratings based on whether they like the employee. Seek a balance between positive and negative comments about an employee.
As an employee, keep a record of everything you achieve over a 12-month period. Make notes about how training opportunities have helped you and about what other training and supports you will need to be successful over the next year. (ref 3) Be specific about how you have met your goals, and start writing potential new goals for the next year. Be well-prepared to meet with the boss after reviewing your work record for the past year.
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